MT. DIABLO UNIFIED
BOARD
MEETING –
ATTENDANCE: Board: Linda Mayo, Gary Eberhart,
Administrative Staff: Superintendent
The meeting was called to order by President Mayo at
PUBLIC COMMENT: None
CLOSED SESSION: The Board adjourned
to Closed Session at
Readmission
Treece moved, Allen
seconded, and the Board voted 5-0-0 to approve staff’s recommendation to
readmit three students and deny readmission to four students who did not meet
conditions for admission/readmission.
Expulsion
Eberhart moved,
Treece seconded, and the Board voted 5-0-0 to approve the request of Student
80-06 for an extension of the discipline hearing timeline.
2. RECONVENE OPEN SESSION: The Board returned
to Open Session at
3. CONSENT AGENDA
Strange moved, Treece seconded, and the Board voted 5-0-0 to
adopt the Consent Agenda, thereby approving the following:
3.1 Minutes
- none
3.2 Certificated
Personnel
3.2.1 Leaves of Absence,
Resignations, Retirements, Employment
3.2.2 Resolution 06/07-12 Education Code
44263 – Board Authorization
Adopted Resolution #06/07-12, authorizing 4 teachers who
hold a California teaching credential and have 18 lower division units or 9
upper division units or graduate coursework in a subject to teach that subject
for the current school year.
3.2.3 Resolution 06/07-13 Education
Code 44258.2 – Board Authorization
Adopted Resolution #06/07-13, authorizing 7 teachers who
hold single subject or secondary credentials and have 12 lower division units
or 6 upper division units in a subject to teach that subject in a middle school
for the current school year.
3.2.4 Resolution 06/07-10 Variable
Term Waiver Requests
Adopted Resolution #06/07-10, authorizing 7 teachers to
apply for a Variable Term Waiver, giving them additional time to complete
certain requirements for the credential that authorizes their service. The
waiver request is made when there is not a properly credentialed person
available for the position.
3.2.5 Approval of Provisional
Internship Permit (PIP) Request
Adopted Resolution #06/07-09, authorizing 16 teachers to
apply for a Provisional Internship Permit (PIP) in order to complete their
assignment for the 2006-07 school year.
3.2.6 Decrease in Full-Time
Equivalent Position (FTE) for the 2006-07 School Year
Approved the reduction of 2.70 FTE teaching positions at
3.2.7 Recommendation for Professional Clear Education
Specialist – Mild/Moderate Teaching Credential
Recommended Mitzi Merek and Patricia Sprenkel, who have now
completed a District Intern Credentialing Program, for a Professional Clear
Teaching Credential.
3.3 Classified
Personnel
3.3.1 Leaves of Absence,
Resignations, Retirements, Employment
3.3.2 Increase in Hours and Months for a Site Technology
Support Technician II Position at
Increased an existing 20 hour/week, Site Technology Support
Technician II position at
3.3.3 Increase in Hours for a Senior
Instructional Assistant Position at Mt. Diablo Adult Education
Increased an existing Adult School Senior Instructional
Assistant position at Mt. Diablo Adult Education from 19.5 to 25 hours/week.
There is no impact to the General Fund. The
$17,060 cost for fiscal year 2006-07 will be funded by the Adults with
Disabilities Program (7914).
3.3.4 Reinstatement of a Senior
Instructional Assistant Position at Meadow Homes Elementary
Reinstated a Senior Instructional Assistant position to
support the bilingual students at Meadow Homes Elementary. There is no impact
to the General Fund. The $39,101 cost for fiscal year 2006-07 will be funded by
the Dual Language Immersion Grant (3153).
3.3.5 Reinstatement of an
Intermediate Typist Clerk Position at Meadow Homes Elementary
Reinstated an Intermediate Typist Clerk position at Meadow
Homes Elementary. There is no impact to the General Fund. The $9,128 cost for
fiscal year 2006-07 will be funded by the Dual Language Immersion Grant (3153).
3.4 Monthly
Budget Transfers and/or Budget Increases/Decreases for the Month of July 2006
3.5 Fiscal
Transactions for June 2006 through July 2006
3.6 Food
and Nutrition Services
Approved issuance of purchase orders/contracts for food,
beverages, and delivery services to students in kindergarten through grade 12.
Fiscal Impact: Projected expense not to
exceed $3,587,000 for the 2006-07 school year. All expenses covered by the
Cafeteria Fund.
3.7 Authorization
for a Purchase Order for Electrical Fire Life Safety
Approved purchase order in the amount of $64,699 for Rodan
Builders, Inc., to install electrical fire alarm, data hookups, and site paving
at the interim housing at Concord High and Strandwood Elementary. Funding
Source: Developer Fees
3.8 Award
of Design Services Contracts
3.8.1 Awarded contract not to exceed $16,000 to PHd Architects for
comprehensive architectural/engineering design services related to the interim
housing units at Concord High and Strandwood Elementary. Funding Source: Developer Fees
3.8.2 Awarded contract not to exceed $43,385 to Wilsey Ham Engineering
Planning and Surveying for comprehensive architectural and engineering services
related to the design of the required awning and gutter system at the Central
Services complex. Funding Source:
Redevelopment Funds
3.8.3 Awarded design services contract not to exceed $5,000 to Charles Ham
Associates to install a small pre-fabricated shade structure at
3.9 Contract
Amendment #2 to Harlan Krusemark, Architect
Approved $1,800 amendment to the contract with Harlan
Krusemark, Architect for the Group 5 Measure C Construction Program (
3.10 Contract
Amendment #4 to ATI Architects
Approved $20,100 amendment to the contract with ATI
Architects for the development of Measure C prototypical classrooms. Funding
Source: Measure C
4. RECOGNITIONS
Mayo announced that several Food and Nutrition Services
employees were recognized at the annual workshop for management staff earlier
in the day for having perfect attendance. Most notably, Cindy Pacheco, food
services manager at
5. PUBLIC COMMENT - None
6. COMMUNICATIONS
Mike Noce, MDEA president, took issue with the proposal
(Item 9.8 on the Board agenda) to request bids for a new Student Information
System, saying the proposal calls for “a Cadillac model” system. He suggested
the District acquire bids in stages and pilot each phase in the schools before
going on to the next. He called the $9 million cost “too expensive.” He said
the Student Information System is not a priority for MDEA members as it will
not help in instruction and is primarily an administrative tool. He
acknowledged that it may help in student assessment, but said the EduSoft
software available to teachers already does that.
7. REPORTS/INFORMATION
- None
8.
SUPERINTENDENT'S REPORT
McHenry reported that staff is
working diligently to have schools ready for Opening Day on August 28. If
anything will not be ready, site administrators will be notified and
contingency plans made. In regard to staffing, of 1920 certificated positions,
1880 are filled with about 30 to go, primarily in Special Education, math,
science, and Spanish. About 200 teachers were welcomed at the New Teacher
Orientation earlier today, and they seemed to feel pretty positive about coming
to
In regard to the Governor’s Budget,
he said the District has not yet received clear information on the new money it
is supposed to receive. Focus areas for Mt. Diablo include: teacher recruitment
and retention, particularly at Decile 1-3 schools; a new Student Information
System; training; collaboration time for teachers (test scores show all
students improving, but achievement gap is not closing); legal mandates;
staffing; reducing expenses to make as much money as possible for employee
compensation.
9. BUSINESS
9.1 Appointment of Coordinator, Student/Community Services
9-12—PULLED
9.2 Appointment of Social Work Specialist
Allen moved, Treece seconded, and the
Board voted 5-0-0 to appoint Jeffrey Middleton as Social Work Specialist.
9.3 Consider Approval of a Contract Extension for the
General Counsel
Strange moved, Allen seconded, and
the Board voted 5-0-0 to approve a contract extension until
9.4 Consider Approval of a Contract for the Chief Financial
Officer
Eberhart moved, Allen seconded, and
the Board voted 5-0-0 to approve an initial two-year contract from
9.5 Additional Special Education Positions for 2006-07
School Year
Treece moved, Strange seconded, and the Board voted 5-0-0 to
approve the following positions In order to meet legal requirements for Special
Education services and District and classroom needs:
One 5-hour/day, 25-hour/week Assistant to the Hearing
Impaired position at Shadelands Preschool (Program Code 3122)
One 6-hour/day 30-hour/week Assistant to the Hearing
Impaired at
Two 6-hour/day, 30-hour/week Assistant to the Hearing
Impaired positions at Westwood Elementary (Program Code 39070)
One 6-hour/day, 30-hour/week, Instructional Assistant –
Visually Impaired position at Ayers Elementary (Program Code 1818)
The cost to the General Fund for 2006-07 fiscal year is
$93,578 and outside agency cost is $65,576. Funding Source: General Fund and outside agency.
9.6 Resolution 06/07-11 Adopting the Findings and
Certification by the City of
Allen moved, Eberhart seconded, and
the Board voted 5-0-0 to adopt Resolution 06/07-11, adopting the findings and
certification by the City of
9.7 Alves Ranch Purchase Agreement—PULLED (by seller)
9.8 Student Information System (SIS)
McHenry reported that the District’s
existing Student Information System (SIS) is so outdated that it is difficult
to collect and submit student data required by state and federal laws and
regulations. A new SIS would help staff meet those needs, achieve goals set out
in the District’s newly updated Technology Plan, and satisfy several
recommendations from the Fiscal Crisis Management Assistance Team (FCMAT) that
assessed the District’s Personnel/Payroll system last year. A committee of
district and site-level administrators, teachers, and classified staff has
developed specifications and projected costs for a new SIS. The total cost is
estimated at $9,463,248 over a five-year period and then $1,950,000 per year in
on-going costs after that. Costs include software and ancillary services,
hardware, training, and additional items (e.g. computers purchased for teachers
on a four-year rotating basis).
At this meeting, McHenry said the
Board was being asked to approve the preparation of a Request for Proposals
(RFP) for acquisition and implementation of a new SIS, an action that did not
involve an expenditure of money. Before any money could be spent, staff would
have to come back to the Board with a request for approval.
Staff Presentation:
Jim Morrison, director of technology support, led a
presentation on the rationale for a new SIS. He said the guiding philosophy can
be stated as “You buy it only if you need it.” Noting that the existing system
was installed the same year as the Berlin Wall came down, he said
1.
Current
Student Information System
•
Not
easily compliant with California School Information Services (CSIS) mandatory
reporting requirements 2005-2006
•
Missing
critical components such as Standards Based Report Cards, Gradebooks, Classroom
Attendance, etc.
•
Does
not allow interface with other software applications
•
Requires
customized programs, is difficult to extract meaningful data
•
Cumbersome
attendance accounting
•
Three
separate reporting methodologies for K-12 grades, requires manual integration
•
OSIRIS—secondary
schools; new in 1989; no vendor support
•
Minisoft
manual system—elementary Schools
•
Manual
system, state school registers—Alternative Education
2.
New
Student Information System
•
Must
easily provide data to MDUSD, California Department of Education, California
School Information System, Contra Costa County Office of Education, parents
•
Must
interface with other applications and provide seamless information flow between
SIS and:
•
Curriculum Programs:
Edusoft, Read
180, others
•
Assessment: Statewide test analysis, benchmark, testing, teacher toolkit
analysis, standard based report cards
•
Teacher Portal: resources, curriculum
•
Community Portal:
school and
district statistics, resources, contact information
•
Parent Portal: Student enrollment, attendance, grades, testing, discipline,
programs, scheduling, PhoneMasters etc.
•
Student Portal: personal academic and discipline history, attendance,
resources, colleges, etc.
•
Educational Resources:
library/textbook system
•
IFAS System, which complies with State Account Code
Structure
•
Credential System, which assists with NCLB, Williams
Lawsuit
Chief Financial Office Gloria Gamblin
reviewed the financing aspects of the project:
|
REVENUE SOURCES |
EXPENDITURE CATEGORY |
|
Routine Repair and Maintenance
Account (RRMA) |
Computer Technicians, repair and maintenance |
|
E-Rate funding |
Data lines; parent involvement |
|
Title II/Title III |
Staff Development |
|
Block Grant VI (EIA/LEP, Title
III, Title I) |
Parent involvement |
|
Microsoft Settlement |
School computers, scanners, printers |
|
General Purpose funds |
All other costs not eligible for Restricted funding |
|
ONE-TIME
FUNDING: EXAMPLES |
ESTIMATE |
|
Career
Tech, Ed Equip and Materials Block Grant |
$
227,235 |
|
Discretionary
Block Grant - 25% |
723,786 |
|
Microsoft
Lawsuit Settlement |
1,100,000 |
|
Discretionary
Block Grant - 75% (portion TBD) |
2,133,264 |
|
Instructional
Materials, Library, Tech. Block Grant |
535,635 |
|
Estimated
One-Time Funding 2006-07 |
$4,719,920 |
|
Amount of
each funding source may change based on Board policy, state regs |
|
Morrison said the next steps, not in
priority order, include:
•
Update
SIS Committee and develop specifications (completed June 2006)
o
Evaluate
and commit revenue sources where possible
o
Initiate
Request for Proposal process
o
Create
infrastructure to support a new integrated SIS (in progress)
o
Upgrade
electrical needs with power back-up (in progress)
o
Expand
data lines with new E-Rate award (in progress)
o
Evaluate
and update existing positions for functionality
o
Design
funding model to maximize one-time resources
(Financing designed for payments to commence in 2007-08, five-year lease
purchase)
Public comment
John Ferrante, community member, recommended that the District hire a
team of programmers as in-house staff to develop and implement the system
needed rather than purchase a ready-made one. As a programmer himself, he has
not seen any large purchased system work. It may take longer to implement, but
it will be less expensive in the long run, he said.
Board-staff discussion
Strange reiterated that the action requested is not to allocate any
money but to ask staff to look into an SIS. He would like staff to explore Mike
Noce’s idea, presented earlier in the meeting, of phasing in the system.
Gamblin said the plan is to implement the system as a “phase-in,” which would
cost $2 million per year, not $10 million all at once. Eberhart said he still
does not have a sense of how much of the costs will come from General Fund.
Gamblin said staff will have more solid numbers once they have the bid specs
and guidelines from state regarding the use of one-time money and pointed out
that the system would be acquired as a lease-purchase.
Eberhart asked what recourse the
Board would have if too much General Fund money is needed after the bids come
in. McHenry said he directed staff to put in all anticipated costs, so the
amount presented at this time may be an over estimate. In addition, some
technology positions are already being slowly added as part of site support. He
stressed that the existing system does not work, noting that there are times
when staff literally cannot get an accurate student transcript. He said the
District has to get a new system and to plan early for it. He reminded the
Board that the last time the District put out an RFP for a new SIS, there was
not enough money to finance it, so the project did not go forward. He said the
Board is not being asked at this time to commit any money, but to commit to
getting a proposal out so staff can be ready to proceed if money is available.
“What happens if we do nothing?” he asked. “We have a system that is falling
apart and are without a replacement.” Eberhart said that given the District’s
current priorities and needs, “I have trouble with the size of the jump from
the present system to the new one being proposed (i.e. computer in every
classroom). Surely we can meet technology needs without going overboard.” He
expressed concern that if he votes to approve the RFP, the SIS will become the
District’s highest priority. McHenry pointed out that the proposal was
developed by a committee of people in different employee units. They can look
at which components are critical and which are extra. The main need is for a
way to load in data at site and at District to produce reports as needed.
In response to Allen, Morrison said
staff is asking the Board to approve the preparation of an RFP. Allen said he
expects to be able to reject bids if needed. He asked for staff reaction to
Ferrante’s suggestion that the District use in-house programmers.
Treece said she does see the need to
replace work currently being done by hand with computers. She is concerned
about on-going costs, about making a commitment in the first year that impacts
the District’s ability to fund other needs, so she is pleased to hear that
there is a phase-in strategy. She asked for details about the timeline.
Morrison said work needs to start in August to allow sufficient time to do the
implementation right. For example, certain staff need to be hired in January in
order to begin the conversion from the old to the new system in time for the
upcoming school year. He cautioned that if this timeline can’t be met, “we
should wait a year.”
Strange commented that “If we go out
to bid for a Cadillac, we will get Cadillac prices. Can we get there in a
Honda?” Morrison said the key is to provide computing resources for teachers.
Most computers in District classrooms are more than 4 years old. It is possible
to implement a student system and have it used only at the school office, but
the hope is for teachers to use it, too. “This is not one Cadillac,” he
explained, “but two Hondas,” adding that the software cost would not change.
Strange said he would like to see the incremental costs.
Mayo asked if existing data can be
accessed and/or recovered if the current system fails. Estrada responded that
Microsoft is eliminating DOS and will not be supporting Windows 95, NT, 98,
Millenium, and 2000. Morrison assured her that the basic data are backed up,
but said data can be corrupted in isolated cases, so some components, such as a
student transcript, may fail.
Board action
Treece moved, Allen seconded, and the Board voted
9.9 District
Copier Services
Strange moved, Eberhart seconded, and
the Board voted 5-0-0 to approve a five-year $2,411,008 contract with Ikon
Office Solutions through the use of an existing agreement for copier services
with another pubic agency. The amount is already budgeted, so there is no
impact to the General Fund. Funding Source:
District Copier Budget
9.10 Ratification
of Award of Bids
Eberhart moved, Allen
seconded, and the Board voted 5-0-0 to ratify the following bid awards:
Bid 1437 – to Kel-Tec Builders, Inc. in the amount of $138,285 for the
kitchen renovations at
P.O. 37766 to Community Playgrounds,
Inc. in the amount
of $44,703 to provide labor and material to install playground equipment and
pour in place rubber surface at Woodside Elementary School. Funding
Source: Measure C Total Budget:
$65,000
P.O. 37769 to Community Playgrounds,
Inc. in the amount
of $49,251 to provide labor and material to install playground equipment and
pour in place rubber surface at Highlands Elementary School. Funding
Source: Measure C Total Budget $65,000
P.O. 38060 to Planned
Environmentalists, Inc. in the amount of $65,906.60 for landscape repair work at Holbrook,
P.O. 38232 to Western Roofing
Services in the
amount of $53,999 to replace existing roofing and install district standard
build-up at
P.O. 38285 to Bell Products, Inc. in the amount of $112,989 to install
air conditioning in 11 classrooms at Mt. Diablo Elementary School. Funding
Source: Mt. Diablo Elementary PTA Total Budget:
$110,000
10. BOARD REPORTS
Strange said he enjoyed attending the District Leadership
Institute on August 14-16 and participating in the collaboration. He recently
toured the Central Services facility with Maintenance and Operations Director
Allen called the Leadership Institute “outstanding,” saying
the topics were quite relevant. He thanked staff for organizing the event. He attended
the Ambrose Park birthday celebration and was pleased to see the great turnout
from the Bay Point community. Earlier in the day he went to
Treece called the Leadership Institute “inspiring,” saying
that every year she comes away feeling confident that “the District is moving
in a direction that is good for kids and for our community.” She was pleased to
hear rigor, relevance, reflection, and relationships woven through all the
workshops, especially from a group of students. She praised Special Education
Director
Mayo reported that the Board received a letter from a parent
expressing thanks for the Summer Performing Arts Academy. She attended the Food
and Nutrition Services managers’ conference, which showed the important role
they have in student education. She also thought the Leadership Institute was
great, as indicated by how difficult it was for the leaders to quiet the room
due to all the conversations going on. She attended the New Administrator
training last week and
Upcoming special Board meeting: Mayo announced that the Board would
meet in special session the following Tuesday, August 29, to tour sites in
11. ADJOURNMENT Mayo adjourned the meeting at